Centralized, Shared Project E-mail

Problem

“I work for an engineering firm, and most of our e-mails are project-related. We want to centralize the storage of project emails and share that storage to our users for ease of use.

We have tried setting up a “PROJECT” e-mail account and sharing the account through proxy access to all the users. Users “blind-copy” the account whenever they send project e-mails. They forward e-mails they receive to this account.

This works, but it’s clumsy and has its drawbacks. I was hoping someone could make some suggestions on how to accomplish this with Groupwise, without the need to introduce third- party applications.”

And here’s the response from D.J. Howell …

Solution

We have very similar circumstances here. I also work for an engineering firm, and we had been looking for a solution to this problem and came up with something very similar.

What I ended up doing was this:

1. Create a Project resource, assigned to the admin account in GroupWise.

2. Share proxy access out to all of our project support team.

3. Have the team set up a folder system in the cabinets that is similar to the file structure on our project fileserver.

4. The team members share that folder back to their primary e-mail account and drag files into the share.

If someone leaves the company or someone gets re-assigned to another area, it’s just a
matter of removing the project-specific folder share from one account and re-sharing it out to another person from the resource account. The setup of the folder structure is kind of a pain, but they do something similar on the fileserver every time a new project is begun, anyhow.

Our solution is far from perfect but it is working from what I can tell.

Disclaimer: This content is not supported by Novell. It was contributed by a community member and is published "as is." It seems to have worked for at least one person, and might work for you. But please be sure to test it thoroughly before using it in a production environment.